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Fax transmission report as evidence

Why the transmission report matters and how to use it properly

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Expertly prepared

Yes, the transmission report is recognised evidence

A positive fax transmission report (OK status) is recognised as proof of the successful transmission of a document. It records date, time, recipient number and transmission status - key information for legal purposes.

Keep transmission reports for important documents carefully - digitally or printed.

Key points at a glance

Documented transmission

The transmission report contains all key information: date, time, recipient number, number of pages and status.

Legal recognition

Courts and authorities accept the fax transmission report as proof of successful delivery.

Meeting deadlines

The timestamp on the transmission report serves as proof of timely transmission.

Archivable

With online fax you receive the transmission report digitally by email - easy to archive.

When the transmission report is especially important

Cancellations

For cancellations with deadlines, the transmission report proves timely transmission.

Contract matters

For contracts, the transmission report documents when amendments or addenda were sent.

Communications with authorities

For applications, appeals or objections, the transmission report is your proof of timely submission.

Legal protection

In the event of a dispute, the transmission report proves that you transmitted the document successfully.

Your benefits

Automatic creation

The transmission report is created automatically for every successful transmission - you do not need to do anything extra.

Exact timestamp

The date and time of transmission are recorded down to the second.

Complete information

Recipient number, number of pages and transmission duration are recorded.

Digital delivery

With FaxMonkey you receive the transmission report instantly by email.

Tips

  • Save transmission reports for important documents at least as long as the document itself remains relevant.
  • For cancellations, keep the transmission report until you receive confirmation from the recipient.
  • Organise your transmission reports in a dedicated folder for quick access.

The fax transmission report is more than just a confirmation - it is your legal proof of the successful transmission of a document.

This guide explains what the transmission report records, how to use it properly and why it is indispensable for important documents.

What the transmission report records

A complete fax transmission report contains:

  • Date and time: Timestamp of the transmission down to the second
  • Recipient number: The dialled fax number
  • Number of pages: Number of pages transmitted
  • Transmission duration: How long the transmission took
  • Status: Successful (OK) or Failed (Error)

Together, this information constitutes legally reliable proof.

The transmission report as evidence

A positive transmission report has important legal significance: it reverses the burden of proof.

This means that if you have a report with an 'OK' status, it is presumed that the document reached the recipient. The recipient would have to prove that the fax did not arrive despite this - which is very difficult in practice.

This is why the fax transmission report is especially important for:

  • Cancellations with deadlines
  • Legal documents
  • Appeals and objections
  • Transmissions relevant to contracts

Transmission report at FaxMonkey

With FaxMonkey, you automatically receive a transmission report by email after every fax you send:

  • Immediate delivery: The report arrives immediately after transmission.
  • Digital format: Easy to archive and find again.
  • All key data: Timestamp, recipient number, status.
  • PDF attachment: The full report as a PDF document.

This way you always have legally reliable proof at hand.

Frequently asked questions

What does the fax transmission report contain?

A typical transmission report contains:

  • Date and time of transmission
  • Recipient fax number
  • Number of pages transmitted
  • Transmission duration
  • Status (OK = successful, Error = not successful)

Is the transmission report valid in court?

Yes, the fax transmission report is accepted by courts as proof. A positive transmission report creates the presumption that the document reached the recipient. The recipient would have to prove that the fax did not arrive despite this - which is difficult.

What does 'OK' mean on the transmission report?

'OK' (or 'Successful') means that the fax was transmitted in full to the recipient's fax machine. The recipient device confirmed receipt. This is the best possible proof of successful delivery.

How long should I keep the transmission report?

Keep the transmission report at least as long as the document could be legally relevant:

  • Cancellations: until confirmation
  • Contracts: for the contract term plus limitation periods
  • Official documents: according to retention obligations

When in doubt, keep it longer.

This article is for general information only and does not replace individual legal or professional advice. For specific questions, please consult a qualified expert.

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